Healthcare providers often use assessments like the Self-Administered Gerocognitive Exam (SAGE) to diagnose cognitive conditions. While SAGE is a standardized assessment tool, providers must use HIPAA compliant forms to securely store and share the results.
In doing so, providers protect patient privacy and facilitate early detection of cognitive impairment to help improve patient outcomes.
What is the SAGE?
The Ohio State University Wexner Medical Center defines SAGE as “a brief self-administered cognitive screening instrument to identify Mild Cognitive Impairment (MCI) and early dementia."
A clinical study about its implementation into the primary care visits explains that this tool can be easily self-administered to patients, helping providers detect early changes in cognition. SAGE has questions on assessing various domains of cognition: problem-solving, memory recall, and orientation.
The study also found that “SAGE was easily incorporated into [primary care provider] visits and significantly increased identification of new cognitive conditions/concerns [by 15-fold] leading to new diagnoses, treatment, or management changes.”
Should the SAGE be HIPAA compliant?
SAGE is a diagnostic tool which technically exempts it from HIPAA Rules. However, the data obtained in the assessment is considered protected health information (PHI) and bound by HIPAA regulations.
Therefore, providers must use HIPAA compliant form, like Paubox, when administering, storing, and sharing SAGE results. These forms secure cognitive health data during transit and at rest, preventing potential privacy and security breaches.
Creating HIPAA compliant SAGE forms
Choose a secure platform: HIPAA compliant platforms, like Paubox, use advanced encryption, secure storage, and two-factor authentication to safeguard PHI. Moreover, these platforms must be willing to enter a business associate agreement (BAA) acknowledging their role in safeguarding patients’ PHI.
Obtain patient consent: Providers must get patients’ informed consent before administering the SAGE. The consent form must explain how their data will be used, stored, and protected according to HIPAA’s Privacy Rule.
Enforce access controls: Healthcare organizations must use role-based access controls to limit PHI exposure. For instance, a geriatric specialist should have access to a patient's SAGE form while administrative personnel with no clinical functions should not. Additionally, these controls should be audited regularly to identify and prevent unauthorized access.
Benefits of using HIPAA compliant forms for SAGE
Prevents legal penalties
Using HIPAA compliant forms allows healthcare providers to securely share patient results while upholding federal regulations and mitigating the risk of non-compliance penalties.
Standardized records
HIPAA compliant platforms offer customizable templates which providers can adjust according to the SAGE outline. So, providers can use the same format for recording and accessing information, maintaining consistent patient records, even among different providers.
Patient engagement
Patients can fill out the HIPAA compliant SAGE forms before visiting their provider, thinking about their responses and improving the accuracy of the collected data.
Ultimately, HIPAA compliant forms provide secure and accessible means for patients to participate in their care, support greater patient engagement.
FAQs
Do HIPAA compliant forms require special training to use?
No, covered entities can use a HIPAA compliant platform, like Paubox, which offers user-friendly interfaces and intuitive design elements that make it easy to navigate and complete the forms.
Are HIPAA compliant forms customizable?
Yes, HIPAA compliant forms can be customized to meet the specific needs of healthcare organizations while protecting patient privacy.
Can HIPAA compliant forms be used to collect non-health-related information?
Yes, HIPAA compliant forms can be adapted for different purposes, like gathering contact information or demographic data.
